Disclaimers

Disclaimers add a 'disclaimer' or block of boiler-plate text to to every email leaving the system. These can be used for a number of purposes from simple corporate branding through legal notices.

Legal note:Although seldom actually done this way, for legal disclaimers to be valid they must appear above any text in an email message so that the recipient sees the notice before reading further. Mailtraq supports this option.

The Disclaimers and Footers dialog can be configured from the Console via the Options menu / Disclaimers and Footers...

The dialog allows the administrator to configure whether specific users will automatically receive a disclaimer or custom footer message appended to their email messages.

Disclaimers/Footers Rule

The dialog configures a particular rule to be applied to messages that meet the defined criteria. The criteria used are the email addresses of the sender and/or recipient. The rule can be configured to exclude the specified senders/recipients from receiving a disclaimer/footer.

The check box enables the search for a matching sender email address. The text box is a carriage return delimited list of email addresses to compare all incoming/outgoing email sender addresses against.

Only apply this rule to the recipient below

The check box enables the search for a matching recipient email address. The text box is a carriage return delimited list of email addresses to compare all incoming/outgoing email recipient addresses against.

Excluding users from receiving a disclaimer/footer

The radio button entitled Do Not add a Footer will not append emails with any disclaimers/footers. The recipient and sender email addresses listed are those who will not have their email messages appended.

Converting from Plain Text to HTML

Email addresses can be send via Plain Text or in HTML format. To properly display a disclaimer/footer in the HTML format we modify the Plain Text version of the disclaimer/footer with HTML tags. An administrator should first add a Plain Text disclaimer/footer and then click the down arrow button to convert to an HTML format.

Adding a picture to an HTML Footer

You can add images to disclaimers by referencing them from elsewhere. In the above example the image intro-2-15.jpg hosted at www.mailtraq.com will be displayed. You can either reference an image hosted on your own corporate website, on other web-space or you can host the image using Mailtraq's web server (keep in mind possible port conflicts if you are also using Mailtraq's webmail on Port 80).

Disclaimers/Footers Tab (Main dialog)

The dialog allows the administrator to configure whether specific users will automatically receive a disclaimer or custom footer message appended to their email messages. The main text box displays the current list of rules to determine the users to have or be excluded from having their emails appended with the disclaimer or custom footer message. The rules are listed in order of execution from top to bottom and an email message will only have one ruled applied to it ( the first rule that the email message has met the conditions for ).

The [x] Enable... checkbox switches on or off all Disclaimers/Footers.

For the system to operate both this checkbox and the [x] Add Footer text (in the following diag) must be enabled.

Configuration tip

Footers and Disclaimers are normally only applied to messages that leave Mailtraq, so when you are testing your configuration be sure to send the test messages to an outside email address - say your personal email account.

You can force Mailtraq to add disclaimers to local messages as described hereYou would probably only need to do this for particular legal compliance reasons.